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Department of IT

Chapter Two
Project Planning
 Integration Management
• Integration Management is a crucial aspect of project
management that involves coordinating various elements
of a project to ensure that they work together effectively.
• Here are the key components and processes involved in
Integration Management:
• Key Components
Project Charter:
– Defines the project, its objectives, and stakeholders.
– Authorizes the project manager to allocate resources.
 Key Components
Project Management Plan:
– A comprehensive document that outlines how the project will
be executed, monitored, and controlled.
– Integrates all subsidiary plans, including scope, schedule, cost,
quality, communication, risk, procurement, and stakeholder
engagement.
Direct and Manage Project Work:
– Involves executing the project management plan and delivering
project outputs.
– Requires continuous monitoring and adjustments to keep the
project on track.
 Key Components
• Monitor and Control Project Work:
– Tracks, reviews, and regulates progress and performance.
– Ensures that project objectives are met and that changes are
managed effectively.
• Perform Integrated Change Control:
– Manages changes to the project scope, schedule, and costs.
– Ensures that all changes are documented, assessed, and
approved.
• Close Project or Phase:
– Finalizes all project activities to formally close the project or a
project phase.
– Involves obtaining acceptance from stakeholders and
documenting lessons learned.
 Importance of Integration Management
• Holistic View:
– Provides a comprehensive view of the project, ensuring that all
parts work together harmoniously.
• Risk Management:
– Helps identify potential issues early through continuous
monitoring and control.
• Stakeholder Satisfaction:
– Ensures that stakeholder expectations are met through
effective communication and change management.
• Regular Communication:
– Keep all stakeholders informed and involved throughout the
project lifecycle.
 Importance of Integration Management
Best Practices
• Regular Communication:
– Keep all stakeholders informed and involved throughout the
project lifecycle.
• Documentation:
– Maintain thorough records of all processes, decisions, and
changes to ensure transparency and accountability.
• Flexibility:
– Be prepared to adapt the project plan as necessary based on
feedback and changing circumstances.
• By effectively managing integration, project managers can
enhance the likelihood of project success and deliver value to
stakeholders.
 Project Plan Development
• Developing a project plan involves several key steps to ensure that
the project is well-organized, stays on track, and meets its
objectives.
• Below are the essential components and steps to consider:
1. Define Project Objectives
– Specific: Clearly define what the project aims to achieve.
– Measurable: Establish criteria to measure progress and
success.
– Achievable: Ensure that objectives are realistic and attainable.
– Relevant: Align objectives with broader organizational goals.
– Time-bound: Set deadlines for achieving objectives.
 Project Plan Development
2. Identify Stakeholders
– List all stakeholders involved in the project, including team members, sponsors, and
end users.
– Assess their interests, influence, and how they will contribute to the project.
3. Develop a Work Breakdown Structure (WBS)
– Break the project into smaller, manageable tasks or phases.
– Organize tasks hierarchically to visualize the project’s structure.
4. Create a Project Schedule
– Use tools like Gantt charts or project management software to outline
timelines.
– Assign start and end dates for each task.
– Identify dependencies between tasks .
5. Allocate Resources
– Determine the resources required for each task (e.g., personnel, budget,
materials).
– Assign team members to tasks based on their skills and availability.
 Project Plan Development
6. Risk Management
– Identify potential risks that could impact the project.
– Develop strategies to mitigate these risks, including
contingency plans.
7. Communication Plan
– Establish how information will be shared among stakeholders.
– Determine the frequency and format of updates (e.g., meetings,
reports).
8. Budgeting
– Estimate costs associated with resources, materials, and labor.
– Create a budget that aligns with the project scope and
objectives.
 Project Plan Development
9. Review and Approval
– Present the project plan to stakeholders for feedback and
approval.
– Make any necessary adjustments based on input received.
10. Monitoring and Adjusting
– Set up a system for tracking progress against the plan.
– Be prepared to make adjustments as needed throughout the
project lifecycle.
Conclusion
• A well-developed project plan serves as a roadmap, guiding the
project from initiation to closure. By thoroughly addressing each
of these components, project managers can enhance the likelihood
of project success and stakeholder satisfaction.
 Plan Execution

• Define Objectives
– Clearly outline the goals to be achieved during the
execution phase.
– Ensure that all team members understand these objectives.
• Assign Responsibilities
– Allocate tasks to team members based on their skills and
expertise.
– Ensure everyone knows their responsibilities and deadlines.
• Resource Allocation
– Identify the resources (time, budget, tools) required for
execution.
– Ensure all necessary resources are available and properly
allocated.
 Plan Execution

Communication Plan
– Establish regular check-ins and updates to monitor progress.
– Use tools (like Slack, Trello, or Asana) for effective
communication.
• Monitor Progress
– Track the progress of tasks against the timeline.
– Use key performance indicators (KPIs) to measure success.
• Risk Management
– Identify potential risks that could impact execution.
– Develop mitigation strategies for these risks.
• Adjustments and Adaptation
– Be prepared to make adjustments to the plan based on ongoing
feedback.
– Stay flexible and responsive to changes in the project environment .
 Plan Execution

• Review and Reflect

– After execution, conduct a review to assess what worked and
what didn’t.
– Document lessons learned for future projects.
• By following these steps, you can ensure a structured and
efficient approach to executing your plan, ultimately leading
to successful project outcomes.
 Plan Execution

• Review and Reflect

– After execution, conduct a review to assess what worked and
what didn’t.
– Document lessons learned for future projects.
• By following these steps, you can ensure a structured and
efficient approach to executing your plan, ultimately leading
to successful project outcomes.
 Scope management
• Scope management is a critical aspect of project management that
involves defining and controlling what is included and excluded in
a project.
• Here are the key components of scope management:
1. Scope Planning
– Define Project Scope:
• Clearly articulate the project objectives, deliverables, and
requirements.
– Scope Statement:
• Create a detailed document that outlines the project scope,
including boundaries and constraints.
 con.

• Here are the key components of scope management:

Work Breakdown Structure (WBS):
– Break down the project into smaller, manageable components or
tasks.
Deliverables:
– Identify specific outputs that must be completed for project success.
3. Scope Validation
• Acceptance Criteria:
– Establish criteria for how deliverables will be accepted by
stakeholders.
• Review Processes:
– Regularly review project progress and obtain stakeholder
feedback.
• 4. Scope Control
 con.

4. Scope Control
• Change Management:
– Implement processes to manage changes to the project scope,
including documentation and approval requirements.
• Monitoring and Reporting:
– Continuously monitor scope changes and report on how they
impact project timelines and resources.
Tools and Techniques
• Stakeholder Analysis:
– Identify and engage stakeholders to ensure their needs are
met within the project scope.
• Scope Management Software:
– Utilize tools to track scope changes, manage tasks, and
facilitate communication among team members.
 con.

Best Practices
• Involve Stakeholders:
– Engage stakeholders throughout the project lifecycle to ensure
their needs are met.
• Regular Reviews:
– Schedule regular scope reviews to assess progress and make
necessary adjustments.
• Documentation:
– Keep thorough documentation of all scope-related decisions
and changes for accountability.
• Effective scope management helps ensure that projects are
completed on time, within budget, and to the satisfaction of
stakeholders.
 con.

Scope management
• is a critical aspect of project management that involves defining and controlling
what is included and excluded in a project.
• It ensures that the project includes all the necessary work to complete the
project successfully while avoiding scope creep, which refers to the
uncontrolled expansion of project scope without adjustments to time, cost, and
resources.
Importance of Scope Management
• Clarity and Focus:
– Provides a clear understanding of project objectives, which helps the team
focus on what is important.
• Resource Management:
– Helps in allocating resources effectively by defining what is
necessary for project completion.
• Risk Reduction:
– Minimizes the risks associated with changes in project scope,
timelines, and budgets.
 Selecting a Project Control Process

• (ProjCP) involves various methods and criteria to ensure effective

management and oversight of a project.
• Here are some common methods for selecting an appropriate
ProjCP:
1. Criteria-Based Selection
• Project Size:
– Evaluate whether the project is small, medium, or large, as
this impacts the complexity and the control methods required.
• Project Complexity:
– Consider technical, organizational, and environmental
complexities.
• Stakeholder Involvement:
– Assess the number and influence of stakeholders, which can
dictate the level of control needed.
 Selecting a Project Control Process

2. Risk Assessment
– Identify potential risks associated with the project and select a
ProjCP that includes robust risk management strategies.
3. Cost-Benefit Analysis
– Analyze the costs associated with various ProjCP options
against the benefits they provide to determine the most
efficient choice.
4. Benchmarking
– Compare with similar projects to identify effective control
processes that have been successful in the past.
5. Agile vs. Traditional Approaches
• Decide whether an Agile approach (flexible and iterative) or a
traditional waterfall approach (sequential) is more suitable based
on project requirements and stakeholder preferences.
 Selecting a Project Control Process

6. Conclusion
• Selecting the right Project Control Process is essential for the
successful management of a project.
• It should align with project goals, stakeholder needs, and the
specific challenges of the project environment.
• A Project Charter is a critical document that outlines the
scope, objectives, and stakeholders of a project. It serves as a
formal agreement and provides a high-level view of the
project.
 Selecting a Project Control Process

6. Consulting Experts
– Engage with project management professionals or
consultants who can provide insights based on their
experience and expertise.
7. Pilot Testing
– Implement a trial version of a ProjCP on a smaller scale to
assess its effectiveness before applying it to the entire
project.
8. Feedback Mechanisms
– Establish channels for ongoing feedback from the project
team and stakeholders to refine the chosen ProjCP as the
project progresses.
 Project Charter Outline
1. Project Title
– A clear and concise title for the project.
2. Project Purpose and Justification
– Explanation of why the project is being undertaken.
– Description of the problem it aims to solve or the opportunity it
seeks to exploit.
3. Project Objectives
– Specific, measurable goals that the project aims to achieve.
– SMART criteria (Specific, Measurable, Achievable, Relevant,
Time-bound) can be applied here.
4. Scope Statement
– Definition of what is included in the project and what is
excluded.
– High-level deliverables.
 Project Charter Outline
4. Stakeholders
– List of key stakeholders involved in the project.
– Roles and responsibilities of each stakeholder.
5. Project Manager
– Name and contact information of the project manager.
6. High-Level Timeline
– Major milestones and deadlines.
7. Budget Overview
– High-level estimate of project costs.
8. Risks and Assumptions
– Identification of potential risks and assumptions made during
planning.
9. Approval Requirements
– Criteria for project approval and who has the authority to approve.
 Example Project Charter
• Project Title
– Website Redesign Project
– Project Purpose and Justification
• To enhance user experience and increase conversion rates through
a modernized website design.
• Project Objectives
– Increase website traffic by 30% in six months.
– Improve user engagement metrics by 40% within the first
quarter of launch.
 Example Project Charter
• Scope Statement
• Included: New website design, user testing, SEO optimization.
• Excluded: Content creation and third-party integrations.
• Stakeholders
– Project Sponsor: Jane Doe
– Project Manager: John Smith
– Development Team: XYZ Corp.
– Marketing Team: Internal Team

• Project Manager
– John Smith
Email: [email protected]
Phone: (123) 456-7890
– High-Level Timeline
– Project Kickoff: January 1, 2024
– Design Phase: January 15 - March 15, 2024
– Development Phase: March 16 - June 30, 2024
– Launch Date: July 1, 2024
 Example Project Charter
Budget Overview
Estimated Budget: $50,000
Risks and Assumptions
⁃ Risks: Delays in design approvals, potential budget overruns.
⁃ Assumptions: Stakeholders will be available for timely feedback.
Approval Requirements
The project will require approval from the Project Sponsor upon
completion of each phase.
Conclusion
• The Project Charter is a living document that may evolve as the
project progresses.
• It should be revisited and updated as necessary to reflect changes
in scope, objectives, and stakeholder involvement.
 A scope statement
• is a crucial document in project management that outlines the
boundaries and deliverables of a project.
• It serves to clearly define what is included in the project and what
is excluded, helping to prevent scope creep and ensuring all
stakeholders have a shared understanding of the project's
objectives.
 Key Components of a Scope Statement
• Project Objectives:
– Clear and concise goals that the project aims to achieve.
• Deliverables:
– Specific outputs or outcomes that will be produced during the project.
• Inclusions:
– Details on what is included within the scope, such as specific tasks, features,
or services.
• Exclusions:
– Clarifications on what is not included in the project scope to avoid
misunderstandings.
• Constraints:
– Limitations or restrictions that may impact the project, such as budget,
resources, and time.
• Assumptions:
– Conditions believed to be true for the project planning but may not be
confirmed
 Importance of a Scope Statement

• Alignment: Ensures that all stakeholders have a mutual

understanding of the project.
• Guidance: Acts as a reference point throughout the project
lifecycle.
• Control: Helps manage changes and expectations, reducing the
risk of scope creep.
 Example of a Scope Statement

Project Title: Website Development for XYZ Company

• Objectives:
Develop a responsive website to enhance online presence.
• Deliverables:
A fully functional website with five main pages (Home, About, Services, Blog, Contact).
Integration of a content management system (CMS).
• Inclusions:
User interface design
SEO optimization
Basic training for staff on managing the CMS
• Exclusions:
On-going website maintenance after launch
E-commerce functionality
• Constraints:
Budget limited to $15,000
Project completion deadline of three months
• Assumptions:
All content will be provided by the client within the first month.
By creating a detailed scope statement, project managers can set clear expectations and create a
foundation for project success.
 Work Breakdown Structure (WBS)

• A Work Breakdown Structure (WBS) is a hierarchical

decomposition of a project into smaller, more manageable
components.
• It helps in organizing project tasks, clarifying deliverables, and
enhancing project planning and control.
• Here’s a basic outline of how to create a WBS:
1. Define the Project Objectives
– Clearly outline the goals and deliverables of the project.
2. Identify Major Deliverables
– Break down the project into major components or deliverables. These can
be phases, milestones, or significant outcomes.
3. Decompose Deliverables into Smaller Tasks
– For each major deliverable, identify the smaller tasks or subtasks needed
to achieve it. This level of detail helps in assigning responsibilities and
estimating resources.
 Work Breakdown Structure (WBS)

4. Structure the WBS Hierarchically

– Organize the components in a tree structure, starting from the project at
the top, followed by major deliverables, and then by tasks and subtasks.
5. Assign Identification Codes
– Assign unique codes to each element in the WBS for easy reference and
tracking.
6. Review and Validate
– Ensure all stakeholders review the WBS to confirm that it aligns with
project goals and covers all necessary tasks.
 Work Breakdown Structure (WBS)

4. Structure the WBS Hierarchically

– Organize the components in a tree structure, starting from the project at
the top, followed by major deliverables, and then by tasks and subtasks.
5. Assign Identification Codes
– Assign unique codes to each element in the WBS for easy reference and
tracking.
6. Review and Validate
– Ensure all stakeholders review the WBS to confirm that it aligns with
project goals and covers all necessary tasks.
 Work Breakdown Structure (WBS)

Example of a WBS
1. Project Name
1.1. Major Deliverable 1
1.1.1. Task 1
1.1.2. Task 2
1.2. Major Deliverable 2
1.2.1. Task 1
1.2.1.1. Subtask 1
1.2.1.2. Subtask 2
1.2.2. Task 2
1.3. Major Deliverable 3
 Benefits of WBS

• Improved Clarity:
– Provides a clear understanding of project scope and
deliverables.
• Enhanced Planning:
– Facilitates better estimation of time and resources.
• Effective Communication:
– Serves as a communication tool among stakeholders.
• Progress Tracking:
– Helps in monitoring project progress and identifying issues
early.
 Stepwise Project Planning

• Stepwise project planning is an iterative approach that breaks

down a project into manageable phases or steps.
• This method allows for flexibility, adaptability, and continuous
improvement throughout the project lifecycle.
Key Steps in Stepwise Project Planning
• Define Project Goals
– Establish clear, measurable objectives.
– Align goals with stakeholder expectations.
• Conduct Initial Assessment
– Analyse the project's feasibility.
– Identify potential risks and constraints.
• Break Down the Project
– Divide the project into smaller, manageable tasks.
– Create a work breakdown structure (WBS).
 Stepwise Project Planning

• Break Down the Project

– Divide the project into smaller, manageable tasks.
– Create a work breakdown structure (WBS).
• Prioritize Tasks
– Assess the importance and urgency of each task.
– Use techniques like MoSCoW (Must, Should, Could, Won't)
prioritization.
• Develop a Timeline
– Estimate the time required for each task.
– Create a project schedule with milestones.
 Stepwise Project Planning

• Allocate Resources
– Identify the resources needed (human, financial, etc.).
– Assign responsibilities to team members.
• Implement the Plan
– Begin executing tasks according to the schedule.
– Monitor progress regularly.
• Review and Adjust
– Hold regular review meetings to assess progress.
– Be prepared to adapt the plan based on feedback and
changing circumstances.
• Finalize and Close
– Complete all tasks and ensure deliverables meet quality
standards.
– Conduct a project evaluation to identify lessons learned.
 Benefits of Stepwise Project Planning

• Flexibility:
– Allows for adjustments as the project progresses.
• Risk Management:
– Identifies risks early and enables proactive mitigation.
• Focus on Goals:
– Keeps the team aligned with the project's objectives.
• Improved Communication:
– Enhances collaboration among team members and
stakeholders.
 Benefits of Stepwise Project Planning

Conclusion
• Stepwise project planning is an effective methodology for
managing complex projects.
• By breaking down tasks and continuously reviewing progress,
teams can ensure they stay on track and achieve their goals
efficiently.
 Overview of Project Planning

• Project planning is a crucial phase in project management that

involves defining the project’s objectives, scope, and the steps
necessary to achieve them.
• Here’s a breakdown of the key components:
1. Defining Objectives
– SMART Goals: Ensure that objectives are Specific, Measurable,
Achievable, Relevant, and Time-bound.
– Stakeholder Alignment: Engage stakeholders to gather input
and align on project goals.
• 2. Scope Management
– Scope Statement: Clearly outline what is included and
excluded from the project.
– Work Breakdown Structure (WBS): Decompose the project
into smaller, manageable components.
 Overview of Project Planning

3. Resource Allocation
– Human Resources: Identify team members and their roles.
– Budgeting: Estimate costs and allocate budget accordingly.
4. Timeline Development
– Gantt Charts: Use visual tools to map out the project timeline.
– Milestones: Establish key dates for deliverables and review points.
5. Risk Management
– Risk Assessment: Identify potential risks and their impact.
– Mitigation Strategies: Develop plans to minimize or address risks.
6. Communication Plan
– Stakeholder Communication: Define how and when updates will be shared.
– Reporting Structure: Establish a framework for progress reports and
meetings.
7. Monitoring and Evaluation
– Performance Metrics: Set criteria to measure the project's success.
– Review Mechanisms: Schedule regular check-ins to assess progress and make
adjustments as needed.
 Main Steps in Project Planning

• Effective project planning is essential for guiding a project from

conception to completion, ensuring that it meets its objectives on
time and within budget.
• By focusing on these key components, project managers can set a
solid foundation for success.
• Project planning is a critical phase in project management that
sets the foundation for successful execution.
• Here are the main steps involved:
• 1. Define the Project Goals and Objectives
– Clearly articulate what the project aims to achieve.
– Ensure goals are specific, measurable, achievable, relevant, and time-
bound (SMART).
• 2. Identify Stakeholders
– List all individuals or groups affected by the project.
– Understand their interests, influence, and how they will be involved
 con.

3. Develop a Project Scope

– Outline the deliverables and boundaries of the project.
– Specify what is included and excluded to avoid scope creep.
4. Create a Work Breakdown Structure (WBS)
– Break the project into smaller, manageable tasks.
– Organize tasks hierarchically to clarify relationships and responsibilities.
5. Estimate Resources and Time
– Determine the resources (human, financial, material) needed for each task.
– Estimate the time required to complete each task.
6. Develop a Project Schedule
– Use tools like Gantt charts or critical path method (CPM) to plan task
timelines.
– Set milestones to track progress.
 con.

7. Assess Risks
– Identify potential risks that could impact the project.
– Analyze the likelihood and impact of each risk, and develop mitigation
strategies.
8. Create a Communication Plan
– Establish how information will be shared among stakeholders.
– Define communication methods, frequency, and responsibility.
9. Finalize the Project Plan
– Compile all the information into a comprehensive project plan.
– Ensure all stakeholders review and approve the plan.
10. Monitor and Adjust
– Continuously monitor project progress against the plan.
– Be prepared to make adjustments as necessary to stay on track.
– By following these steps, project managers can create a structured
approach to planning that enhances the likelihood of project success.